Moving work through a workflow

Every work item follows a workflow: a drawing of statuses joined by arrows. An item can only go where an arrow from its current status leads. A status cannot be changed by going around the workflow; the one exception is moving an item to another project, where you choose the status it lands in.

Change the status

1. Click the status on the work item (or in a list row), or press s on the item page.
2. The list shows only the moves open to you right now. Each shows the status it leads to, and the name of the move when it has its own name.
3. Pick one. If the move asks for a comment, a box opens; write it and confirm.

The last row, View workflow, opens the drawing with the item's current status highlighted, so you can see where it can go next.

On a board, dragging a card to another column is the same thing: it takes the arrow that leads there. If several arrows lead to that column, you are asked to Choose a transition.

Why a status is not in the list

• No arrow leads there from the current status. Move it step by step, or ask whoever manages the workflow
• A condition hides the move from you. A workflow can say that only some people may take a step: people holding certain project roles, people in certain groups, only the assignee, only the reporter, only the person named in a custom field, or only the people whose approval the step is waiting for. Others do not see the move at all
• A condition about the item itself: for example, all sub-items must be done first, or the item must have been in a certain status before
• You may not change statuses in this project. The status then shows as plain text; clicking it explains that you need a role with the Transition work item permission
• No transitions available means nothing leads out of this status for you

Why a move cannot be completed

Some moves check the item before they let it through:

• Comment required: the move opens a comment box, sometimes with a question from whoever set up the workflow
• System field required or Custom field required: the move is refused and the message lists every field that is still empty. Fill them in on the item and try again

Automatic actions

• A move can set the assignee, the priority or another field, or clear fields, once it is taken
• When Git integration is set up, a workflow can move an item on its own when a branch, commit or pull request naming it appears or is merged, or when a build or deployment finishes
• Automation rules set up in your space can also move items

Done

Every status belongs to one of three categories: open, in progress or done. Reaching a done status counts the item as finished in sprints, releases, reports and on the board.

An item on an older workflow

If the workflow changed after an item was filed, the item keeps the version it started with. View workflow then says which version it still follows.